Trust Policy and Procedure Document Ref. No: PP(14)016 POLICY FOR MANAGEMENT OF BARRIER CONTROLLED SITE, including access rights, charging and emergency arrangements. For use in: For use by: For use for: Document owner: Status: West Suffolk NHS Foundation Trust All Staff and Site Visitors/Patients All Users of WSH site Estates and Facilities Governance and Facilities Manager Approved by Travel Plan Steering Group and Trust Executive Group (TEG) Purpose of this Document Clarify criteria for access to site, car park charges, off-site parking, concessions and dispensations and non-compliance with the policy. Aims Ensure consistency in monitoring access to site schemes; barrier control car parking; administration of car park charging policy, and recognition of concessions/dispensations.
WEST SUFFOLK HOSPITAL NHS TRUST POLICY FOR ACCESS TO SITE, VEHICLE PARKING, CHARGES AND REIMBURSEMENT C O N T E N T S Page Nos. 1. Introduction 3 2. Access to site 3 3. Barrier control 4 (to be read in conjunction with Appendix A) 4. Car Free Day Scheme 4 5. Supporting schemes 4 6. Charging arrangements 5 (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m) (n) (o) (p) (q) Location Patients/visitors Staff/students Late, night, twilight staff SMHP and other non-wsh staff/students Charging period On-call staff Volunteers Senior staff car park Car sharers Contractors and company representatives Private ambulances and emergency vehicles Delivery vehicles Out of hours Regular visitors to the site Administration of the scheme Review of charges 7. Travel Plan Steering Group 9 8. Access to and allocation of car parks 10 9. Exemptions from Payment/reimbursement of fees 10 10. Car Park Management 11 11. Review 12 BARRIER SCHEME Appendix A 13 Procedure for Reimbursement and Reduction of Parking Fees Appendix B 20 Source: Facilities Status: Approved Page 2 of 24
1. INTRODUCTION Charges for parking on the West Suffolk Hospital site were first levied in 1996. Since that time the Trust has engaged contractors to manage the site. Different schemes have been introduced during this time to manage capacity issues with the aim of providing a safe and accessible parking for all its users. The Trust engaged OCS (Legion Parking) on 1 st July 2013 to manage the car parks on site and a new barrier controlled system to be effective from October 2014. Income previously derived from a combination of pay on foot and permit car parks will now be derived from barrier controlled car parks both at the front and rear of the hospital. Staff and visitors to the site are required to pay to park in accordance with the tariffs set by the Trust. Staff details will be held on a central database to verify access rights and methods of payment i.e. salary deduction/advance payment to facilitate automatic number plate recognition (ANPR) or paying daily (PAYG). Patients and visitors will continue to use the Pay on Foot system based on the time they are on site. A new chip coin facility replaces the previous paper ticket. Concessionary parking will continue for Volunteers, Blue Badge Holders and other identified patient groups. Any person contravening the Trust s car parking regulations will be subject to the Parking Charge Notice process. Any member of staff contravening the Trust s car parking regulations may also be subject to the Trust s Disciplinary procedure. This document sets out the criteria for access to site, car park charges, concessions/dispensations and non-compliance with the Policy. 2. ACCESS TO SITE Any member of staff who wishes to park on the West Suffolk Hospital (WSH) site is required to apply for permission. In order to manage the capacity issues on the WSH site, since 1 st March 2014 there is no automatic right to have access to the car parks Monday to Friday each week. Access is dependent on shift patterns/on-call duties and personal circumstances. WSH staff//students will require authorisation to park from the Executive Director of Human Resources. Other stakeholders (Wedgwood, Busy Bees and Hospice) require permission from the Estates and Facilities Governance/Administration Manager. Source: Facilities Status: Approved Page 3 of 24
3. BARRIER CONTROL The West Suffolk Hospital car parks are controlled by barriers. The main visitors car park (A) has two entry lanes and one exit lane. There is also a barrier on the access road to the rear of the site (two lane entry) and on the exit road (two lane exit to Hardwick Lane). Access and exit to the site is governed by methods of payment as set out in paragraph (6) below. Patients and visitors are required to take a chip coin on entry; make a payment in the Pay on Foot machines situated around the Trust prior to leaving; and present the chip coin at the exit barrier within 15 minutes of making the payment. Staff will pay for parking either by salary deduction, in advance for agreed periods of time or daily with a top up swipe card. Full details of the barrier scheme are set out in Appendix A. 4. CAR FREE DAY SCHEME The Trust operates a car free day scheme, whereby each member of staff is required to select a car free day when their vehicle is not brought onto site. The Rules of this Scheme are set out below: 1. Staff will be expected to come to work as usual on the allocated day but will need to make alternative travel arrangements, as they will not be able to park on site.* 2. These restrictions will not apply to early, late, twilight, night or weekend shifts, long days, on-call duties or car sharers. 3. The car free day applies to staff whose shifts are between 7.00 a.m. and 6.00 p.m. 4. The scheme will apply one day a week for full time staff and one day a month for part time staff (3 days and less). 5. The car free day information will be contained in the database held by the car parking company and the barrier will not allow access on the selected day without prior permission. 5. Failure to comply with the above rules may result in a parking charge notice and/or your access to site being revoked. 6. Any member of staff wishing to park on site on the allocated car free day must seek approval beforehand from the Estates and Facilities Governance/ Administration Manager. * Staff are encouraged to either walk, cycle, car share or use the off-site parking and shuttle bus from the Rugby Club on their car free day see (5) below. 5. SUPPORTING SCHEMES To assist staff in adhering to the car free day rules, a number of alternative travel arrangements are suggested. Source: Facilities Status: Approved Page 4 of 24
1. Off-site parking at Rugby Club Parking is available at the Rugby Club for no additional charge. 2. Shuttle bus A shuttle bus runs at pre-arranged times from the Rugby Club to the Hospital each morning and returns again early afternoon and evening. Staff are required to show their Trust ID badge as proof of identity to use this service. The Shuttle bus times are: from Rugby Club: 06.40; 7.00; 7.20; 7.40; 8.00; 8.20; 8.40; 9.00; 9.20 hrs from Hospital: 02.10; 02.40; 03.10; 03.40; 04.10; 04.40; 05.10; 05.40; 06.10 hrs 3. Car sharing from Rugby Club Staff can park and share a lift from the Rugby Club. 4. Car Sharers web-sites West Suffolk Hospital encourages staff to make their own car sharing arrangements but staff can link into the wider Suffolk car-share scheme. 5. Car sharers car park (dedicated area in Car Park C) Staff displaying car share permits must park in the designated car share area in Car Park C. Staff who use this car park are exempt from the car free day scheme. 6. Cycle2Work schemes The Trust endorses financial assistance for the purchase of bicycles. There are cycle stands strategically positioned around the site. Showers and changing rooms are also available for staff use. 6. CHARGING ARRANGEMENTS (to be read in conjunction with Appendix A) (a) Location A current scale of charges can be obtained from the car park office at the front of the site; on the Trust s website or the Facilities Directorate (at the rear of the site). Charges which are reviewed annually are levied according to the location of the car park as follows: Location Type Payment Main visitors, front entrance Pay on foot Cash/debit card or Card operated by Staff * * Arrangements have been agreed for late, twilight and night staff to use this main car park at the front of the hospital at staff rates from 3.00 p.m. Source: Facilities Status: Approved Page 5 of 24
All other car parks Access and exit road Automatic number plate barriers recognition (ANPR); Top up (PAYG) card or Chip coin Macmillan Unit (car park D) Pay on Foot Cash/debit card machine Eye Treatment Centre/ Pay on Foot Cash/debit card Day Surgery Unit machine Car Park C (dedicated area) Car Sharers only Car Sharers Permit to be obtained from car park office Senior staff car park Barrier controlled Security card operated (adjacent to Education Centre) Staff disabled parking Barrier controlled ANPR or PAYG (adjacent to rear entrance) Other car parking areas: Renal Unit Barrier controlled Chip coin or ANPR Busy Bees Barrier controlled Busy Bees staff and visitors only Wedgwood Day Hospital Barrier controlled Suffolk Mental Health Partnership Trust Staff only (b) Patients/Visitors All patients/visitors to the main hospital are required to use the pay on foot machines in the foyer/reception area or car park (A) at the front of the hospital. Patients attending the Macmillan Unit are required to use the Pay on Foot machine nearest to the Unit. Limited parking will shortly be available for patients for the Eye Treatment Centre (ETC) at the rear of the site. Patients will be advised of the arrangements for parking in this area. Patients for the Day Surgery Unit (and ETC until spaces made available) will need to use car park A or be dropped off outside the Unit. Visitors can use the drop off points at the front and side of the hospital for 20 minutes free of charge. There is a 30 minute leeway for anyone parking at the rear of the site. All times are measured between Source: Facilities Status: Approved Page 6 of 24
entering the site (and taking a chip coin) to leaving the site (depositing the chip coin) at the respective barriers. (c) Staff Since 1 st September 2014, all new employees/students working at the Trust are required to pay for parking by salary deduction unless there are extenuating circumstances to prevent this e.g. they are not paid through the WSH Trust s payroll system or staff who only visit the site infrequently. Payment by salary deduction allows access to the site by automatic number plate recognition (ANPR). Staff who pay by salary deduction are also eligible to join the salary sacrifice (tax benefit) scheme which reduces car parking charges by approximately 20% per annum dependent on personal circumstances. Staff who are not able to have car park charges deducted from salary will be required to ensure they have sufficient money on a top up swipe card to pay daily. (PAYG)** Staff who are permanently or temporarily disabled are required to pay for access to parking on site. Two blue badge holder bays are designated near to the rear entrance/adjacent to children s ward. (d) Late/Night/Twilight Staff Late, night and/or twilight staff are allowed to park in car park A from 3.00 p.m. Any member of staff not providing evidence of payment of staff rates can be charged the full patient/visitor rate. (e) Suffolk Mental Health Partnership Trust (SMHP) and other non-west Suffolk Hospital employees/students SMHP staff based at, or operating from the West Suffolk Hospital site, are required to apply for permission to use the WSH car parks. Certain staff working at Wedgwood House will be issued with permits by SMHP Administration for their own barriercontrolled car park. All other staff/students are required to comply with the Trust s access to site/car free day permit scheme. (f) Charging Period (24 hours) The charging period for patients/visitors is midnight to midnight. The 24 hour period for staff using a top up PAYG card will be from the time of entry to the site. (g) On-Call Staff Staff who are required to undertake on-call duties will be notified to the car parking office. Source: Facilities Status: Approved Page 7 of 24
If staff have access by ANPR, no other arrangements need to be made. If the staff pay daily (PAYG), provided they leave the site within 24 hours (after their normal shift pattern) no extra charge will be levied. If the on-call duties take them over a 24 hour period, they will need to park in car park A and report to the car parking office, to be allowed exit without additional charge. Staff who only use a vehicle for on-call will have the car details registered with the car parking company for access when on-call for no charge i.e. ANPR for restricted times. (h) Volunteers Volunteers have access to the main patients/visitors car park (A) at the front of the hospital and do not pay for parking. All volunteers have an access card for the duration of their voluntary work. (i) Senior Staff Car Park Payment will be made, via salary deduction, for all Trust staff paid through Payroll, or payment in advance or invoice for visiting Consultants, GPs, etc. The individual s proximity reader card will be activated for access to the barrier. (j) Car Sharers It is preferable for all car registrations to be logged under one person s name who pays for parking by salary deduction. Only one car should be on site daily. If it necessary for a second car to be brought on site, the additional daily charge will be required i.e. the member of staff in the second car will take a chip coin and get this validated for the daily charge in the car parking office prior to leaving. (k) Contractors/Company Representatives No charge is made for contractors to park on site. ALL Contractors are required to display a contractor s permit when undertaking contract work; maintenance contract duties and/or attending meetings. The number of vehicles coming onto site for capital schemes will be limited and no contractor working on the site should park in car park A unless the full visitor s fee is paid. Company representatives must obtain a visitor s permit before walking around the hospital site. Standard charges will apply if no prior approval has been given for a concessionary rate for parking. (l) Private ambulances/emergency vehicles No charge is made for private ambulances or emergency vehicles. A chip coin will need to be taken on entry and, provided the vehicle leaves the site within 30 minutes, no charge will be made at the exit barrier. If the vehicle is on site longer than 30 minutes, the chip coin will need to be validated at the Estates Help Desk or Unit being visited. Source: Facilities Status: Approved Page 8 of 24
(m) Delivery vehicles No charge is made for delivery vehicles. A chip coin will need to be taken on entry and, provided the vehicle leaves the site within 30 minutes, no charge will be made at the exist barrier. If the vehicle is on site longer than 30 minutes, the chip coin will need to be validated at the Estates Help Desk or Unit being visited. (n) Out of Hours If there is no access to the Help Desk, any vehicle leaving the site that has not paid the agreed tariff or has not been able to get the chip coin validated can press the intercom at the exit barrier and speak to the Attendant on duty to arrange exit. (o) Regular visitors to the site If any contractor, private ambulance or delivery vehicle visits the site regularly, it is preferable that the company registers details of all vehicles with the car parking office. This will allow access to the rear of the site by automatic number plate recognition (ANPR) without the need for taking and validating chip coins. (p) Administration of Scheme All new staff will receive details of the car parking arrangements in the starter pack issued by the Human Resources Department, University College or respective departmental head. Managers/Heads of Departments are responsible for ensuring new staff/students are aware of the current car parking policy. They should also ensure the car parking company is given all relevant details, to enable the new person to be entered into the central database in a timely manner, for unhindered access to the site via the barrier system. All queries regarding management of the car parking arrangements should be directed to the Estates and Facilities Governance/Administration Manager. (q) Review of Charges The charging structure/tariffs will be reviewed by the Trust annually and benchmarked with other Trusts and corporate organisations. The Trust reserves the right to add a levy to fund Travel Plan initiatives as well as maintain and improve parking arrangements on site. 7. TRAVEL PLAN STEERING GROUP (Car Park Working Group) A Travel Plan Steering Group (established in October 2010) ensures effective communication between staff, patients, visitors, stakeholders and contractors on all travel plan and car parking management issues. Source: Facilities Status: Approved Page 9 of 24
8. ACCESS TO, AND ALLOCATION OF, CAR PARKS OCS/Legion parking will endeavour to monitor closely the availability of spaces to assist staff who arrive on site mid-morning or lunch-time when the car parks specifically identified for staff appear to be full. Any difficulties with locating a space should be reported to the Facilities Department ext.3829 or directly to the car park office 01284-701886 No member of staff is allowed to park in the front car park without prior authorisation from the Estates and Facilities Governance/Administration Manager. Car Sharers car parking area 38 spaces in car park C have been designated for car sharers only (until 10.00 a.m. each day). Only staff with a Car Sharers Permit will be eligible to park in this area. Staff with a Car Sharers Permit must not use any other spaces around the hospital site, as these need to be kept free for staff not able to car share. Macmillan Way (restricted parking) Six spaces are allocated for general parking (staff, patients or visitors) for the restricted times 9.30 a.m. to 3.00 p.m. These bays must not be used at any other time to avoid any safety issues with two way traffic from the Nursery outside of these hours. 9. EXEMPTIONS FROM PAYMENT AND REIMBURSEMENT OF FEES Trust exemptions from car park charges as follows: Disabled Drivers/blue badge holders Spaces for blue badge holders/disabled drivers are provided at the front, rear and side of the hospital. Any disabled driver/blue badge holder required to park in car park A will not be charged. Disabled drivers must ensure that they are displaying their relevant disabled driver s badge in all parking areas of the Trust. Parking is not allowed on yellow lines, red lines or hatched areas at any time. Delivery Vehicles, ambulances, emergency vehicles and contractors All vehicles, when delivering or collecting on the site, attending emergencies or undertaking contractual work will be exempt from parking charges. Official Trust vehicles (excluding personal use lease vehicles) and Suffolk Mental Health Partnership (SMHP) vehicles will also be exempt. Source: Facilities Status: Approved Page 10 of 24
Motorcycles and Bicycles Motorcyclists and cyclists will be exempt from parking charges provided they do not take up car spaces. Parking areas are available on site and the barriers will not hinder access. Voluntary Workers The Voluntary Services Manager, and Head of Chaplaincy, are responsible for ensuring the voluntary workers/voluntary chaplains comply with the Trust s car parking policy whilst working officially at the hospital. Volunteers are not required to pay for parking whilst volunteering at the hospital. On-Call Staff See (6g) above Hospice Users St Nicholas Hospice will be given access to their own car park and also no more than 20 spaces daily in the Macmillan Way Car parks. New employees including Junior Medical Staff/Locums/Agency staff The Human Resources (HR) Department will be responsible for advising new staff of the parking arrangements. The new employee will have 24 hours to formalise the car parking arrangements and ensure the car parking company has all relevant details on the central database for unhindered access to the site. 10. CAR PARK MANAGEMENT Parking Charge Notice System OCS/Legion parking are responsible for policing the site and identifying vehicles contravening Trust policy. All staff, patients and visitors who are causing an obstruction; not displaying valid blue badge; and/or parking illegally will be issued with a parking charge notice. This fine is paid to a central Enforcement Agency and is not administered by OCS or the Trust. Persistent offenders will be notified to the Estates and Facilities Governance/ Administration Manager for appropriate action e.g. discussion with Line Manager/Human Resources and Fraud Officer for retraction of access to site permit and/or payment of fine. Role of OCS/Legion parking OCS/Legion Parking personnel are responsible for patrolling all car parks and barrier control of the whole site. Source: Facilities Status: Approved Page 11 of 24
In addition to identifying those people not complying with the Access to site and Charging policy, they maintain traffic flow around the site; deal with congested areas; empty the pay on foot machines; assist with machine and chip coin problems; and liaise with the Estates Facilities Managers regularly Their presence improves security on the site and they also escort late and night staff to various car parks, dependent on shift times and demand. Role of Portering Service OCS/Legion Parking will take prime responsibility for monitoring the traffic and parking system and deal with problems, fault reporting, etc. The Hospital Porters will assist in emergency/traffic congestion situations in accordance with the standard operating procedure formulated with OCS/Legion Parking. 11. REVIEW This policy will be reviewed annually, or more frequently as the need dictates, to incorporate changes in requirements; and to reflect the evolving situation regarding car parking and the site in general. Staff will be consulted and notified of progress on any schemes that may be developed to improve car park management on site. 12. CONTACTS Any queries regarding car parking arrangements should be directed to: Estates and Facilities Governance/Administration Manager: 01284-713829 or Car Parking Supervisor: 01284-701886 or 07825830404 Source: Facilities Status: Approved Page 12 of 24
APPENDIX A WEST SUFFOLK HOSPITAL (WSH) BARRIER CONTROLLED CAR PARKS CONTENTS (a) Patients and Visitors (b) Blue badge holders/disabled parking (c) WSH staff/students (d) Volunteers (e) Wedgwood House (f) Busy Bees (g) Hospice (h) Education Centre (i) Contractors (j) Delivery vehicles (k) Private ambulances and emergency vehicles (l) Emergency access (m) Validators Source: Facilities Status: Approved Page 13 of 24
WEST SUFFOLK HOSPITAL BARRIER CONTROLLED CAR PARKS There is 15 minutes from time of validation to depositing the chip coin on exit. (a) Patients/Visitors Patients using car park A will take a chip coin on entry and present this in one of the Pay on Foot machines before leaving the site (see map for location). The machine will specify the amount required and once payment is made the chip coin will validated to put into the exit barrier before leaving the car park. Patients who attend the Macmillan Unit will take a chip coin at the barrier leading to the rear of the site. This chip coin can be inserted in the Pay on Foot machine near to the Macmillan Unit to assess the charge due prior to leaving. Any patient who attends the Macmillan Unit for longer than four hours will be able to have the chip coin validated within the department. This is in line with current Trust policy not to charge these patients more than four hours parking. Patients who attend the Eye Treatment Centre (ETC) will take a chip coin at the barrier leading to the rear of the site. This chip coin can be inserted in the Pay on Foot machine in the foyer of the Day Surgery Unit to assess the charge due prior to leaving. Once payment has been made, the chip coin will be validated to put into the exit barrier at the rear entrance leading to Hardwick Lane. Drivers dropping patients at the Day Surgery Unit (or ETC) will take a chip coin at the barrier leading to the rear of the site. Provided the driver leaves the site within 30 minutes the chip coin can be deposited at the rear exit barrier and no charge will be levied. If the driver of the vehicle stays longer than 30 minutes, the chip coin will need to be inserted into the Pay on Foot machine in the foyer of the Day Surgery Unit and the relevant charge paid to validate the chip coin prior to leaving the site. (b) Blue Badge Holders/Disabled parking Blue Badge Holders are currently exempt from car parking charges. If unable to find a disabled bay at the front of the hospital, blue badge holders are eligible to use car park A without charge. The chip coin taken on entry to the car park must be taken to the car park office, with the blue badge, to get this validated free of charge prior to leaving the car park. If parking at the rear of the site near the Macmillan Unit or the Eye Treatment Centre, the chip coin taken at the entry barrier leading to the rear of the site can be validated free of charge in either the Macmillan Unit or the Eye Treatment Centre. Source: Facilities Status: Approved Page 14 of 24
Blue badge holders who park in the three spaces near to the rear entrance/children s ward will be required to get their chip coin validated at the car parking office. If this is not convenient, the driver can go to the exit barrier and speak to a car parking Attendant by intercom. Provided the blue badge can be shown to the Attendant via the security camera, the vehicle will be allowed to exit for no charge. Regular visitors to the site can register car details with the car parking office which will allow access to the site by automatic number plate recognition (ANPR) and avoid the necessity for chip coins being validated. (c) West Suffolk Hospital Staff/Students All staff/students employed by the West Suffolk NHS Foundation Trust are required to complete an access to site registration form to provide details of their contractual hours and shift patterns. Students appointed via the Cambridge University or University Suffolk Campus will provide their details to the Course Organisers who, in turn, will relay this information to the car parking office. Since 1 st March 2014, access to site is not automatically granted as confirmation of shift patterns and access authority is required by the Executive Director of Human Resources. Those staff/students eligible to park on site have three options for payment and access: or Monthly salary deduction (and also benefit from a salary sacrifice (tax benefit) scheme) to enter and leave the site by automatic number plate recognition (ANPR) Payment in advance for specific period of time e.g. three months to allow access to site by ANPR Pay as you go top up swipe card to be presented at the barrier for deduction of the daily charge Staff wishing to pay by salary deduction will complete a salary deduction form and pass this to the Car Parking Office for method of payment to be recorded before forwarding to the Payroll Department. It is the member of staff s responsibility to keep the Car Parking Office and/or the Estates and Facilities Governance/Facilities Manager informed of any changes in hours worked; shift patterns; or changes in method of payment so that they can notify the Payroll Department that these changes have been authorised. Anyone working within the core times of 7.00 a.m. to 6.00 p.m. would be expected to park off site and take advantage of the Rugby Club and shuttle bus Monday to Friday. There is no restriction on access to site for staff working evenings and weekends. Senior staff car park Staff who have access to the Senior Staff Car Park pay a premium monthly rate for this facility. Source: Facilities Status: Approved Page 15 of 24
The majority of staff who use this car park will have access to the rear of the site by ANPR but access to the senior staff car park itself will continue to be with the individual s ID/security badge. Disabled staff Staff eligible for a blue badge, or temporarily disabled, are required to pay to park on site. Two disabled bays have been designated for staff and they are located at the rear entrance. (d) Volunteers Volunteers who work across the Trust and in Chaplaincy do not pay to park on site and are requested, whenever possible, to park in the main patients/visitors car park (A). Volunteers will be issued with an access card that allows them to enter and leave the site by automatic number plate recognition (ANPR). The Voluntary Services Manager and Head of Chaplaincy will regularly update the Car Parking Office of any changes in names and/or car registrations of their volunteers. (e) WEDGWOOD House(Norfolk and Suffolk NHS Trust - NSFT) Wedgwood House has its own car park but there is a strict criteria for its limited.use. Staff not eligible to use this car park have access to WSH car parks and are required to comply with the WSH Trust s policy and charging arrangements. All visitors to Wedgwood House not able to park at the Unit, are required to comply with the Trust s car parking charges. As Wedgwood House staff are not employed by the NSFT, staff are required to pay daily (use a top up card) or arrangements can be made for the charges to be deducted by NSFT and recharged to WSH. Alternatively, if staff agree they can pay in advance. A period of time can be specified for a pre-payment and access to site restricted to that time only until further payments made. (f) BUSY BEES Nursery Staff who use the Busy Bees Nursery on site are exempt from the car free day scheme and are eligible to park in the car sharers car park (adjacent to Busy Bees). Method of payment of parking will be in accordance with Trust policy for salary deduction or pay as you go, as in (c) above. Other users of Busy Bees will be required to register car details with the Busy Bees Manager which, in turn, will be passed to the Car Parking Office for entering on the centralised database. These visitors will have access to site by automatic number plate recognition (ANPR). Source: Facilities Status: Approved Page 16 of 24
Staff working at Busy Bees are required to register with the Car Parking Office in the same way as WSH. No charge is levied for those staff who park in the Busy Bees car park. No automatic right is given to Busy Bees staff to park in the WSH car parks. If prior permission is obtained, these staff are required to pay for parking and will pay daily with a top up card. Other ad hoc visitors to Busy Bees, or anyone who has not registered as a regular visitor, will be required to take a chip coin at the entry barrier. Provided they leave the site within 30 minutes, the chip coin can be presented to the exit barrier and no charge will be levied. Any visitor staying longer who has parked only in the Busy Bees car park can be allowed to leave the site with no payment, provided the Manager has validated the chip coin prior to them leaving the site.. Any visitor staying longer than 30 minutes (for whom no concessionary parking has been granted) can stop at the Pay on Foot machine near the Macmillan Unit to make the relevant payment before leaving the site at the rear exit onto Hardwick Lane. (g) HOSPICE All staff, patients and visitors to the Hospice are exempt from car parking charges. The Hospice has its own car park for the majority of its users but also has a formal agreement with the Trust for use of up to 20 spaces daily in the Macmillan Way car parks. Details of all staff and volunteers vehicles will be registered with the Car Parking Office to enable access to the rear of the site by automatic number plate recognition (ANPR) Details of regular patients and visitors vehicles can also be registered with the Car Parking Office to allow unhindered access by ANPR. Ad hoc visitors to the Hospice who are not registered will take a chip coin at the entry barrier and, prior to leaving the Hospice, will arrange for this to be validated free of charge (during office hours) or exchanged for a pre-validated chip coin (evenings/nights). WSH Staff who also work at the Hospice are required to adhere to the Trust s charging policy whilst working within the Trust. When working at the Hospice, the staff member is asked to take a chip coin on entry to the site and have this validated at the Hospice prior to leaving. (h) Education Centre Students attending the Education Centre are required to pay for parking on site. The method of payment will vary from a Service Level Agreement with the University; by daily top up (PAYG) card or payment in advance for a specified period of time. Source: Facilities Status: Approved Page 17 of 24
All students must be registered with the Car Parking Office for unhindered access to the site. Visitors to the Education Centre will take a chip coin at the entry barrier and arrange payment at a Pay on Foot machine (near Macmillan Unit or in the DSU reception area). Visiting lecturers or guests who are not required to pay will have the chip coin validated by the authorised Manager in the Education Centre. Ad hoc arrangements for other courses e.g. advance or retrospective payment for delegates will be agreed with the Estates and Facilities Governance/Administration Manager in conjunction with the Car Parking Supervisor. (i) Contractors Car parking charges are incorporated in the contract price so contractors do not have to pay to park daily. The vehicle driver will take a chip coin on entry and take this to the Estates Help Desk to be validated free of charge prior to leaving the site. If the same vehicles are coming on site daily for a long term contract, the registration(s) can be given to the Car Parking Office for registering on the database for a specific period of time. They will then be able to enter the site on automatic number plate recognition (ANPR). (j) Delivery Vehicles Vehicles visiting the site regularly can be registered with the Car Parking Office and enter the site on ANPR. Ad hoc visitors will need to take a chip coin on entry and take this to the Purchasing Department to be validated free of charge prior to leaving the site. (k) Private Ambulances, Police and Emergency Vehicles (visiting rear of site) There is no change for vehicles coming to the Emergency Department or the front of the hospital as there are three marked bays for emergency vehicles and no barrier restriction. Vehicles visiting the rear of the site regularly (e.g. to the Mortuary, Wedgwood House or Hospice) can be registered with the Car Parking Office and enter the site on ANPR. Ad hoc visitors will need to take a chip coin on entry and, depending on which part of the site they are visiting, will need to get the chip coin validated free of charge prior to leaving the site. If visiting a Unit without a validator, the Manager in charge on that day will need to notify the Car Parking Office of the vehicle registration and time of leaving so the barrier can be lifted to allow exit without charge. Source: Facilities Status: Approved Page 18 of 24
(l) EMERGENCY ACCESS affecting Wedgwood House, Busy Bees and Hospice The Managers of any building on site that is not automatically connected to the West Suffolk Hospital switchboard will, in the event of an emergency (e.g. fire) take the following action: Ring the Car Parking Office - 01284-701886 or mobile 07825830404 The Car Parking Attendants have a procedure for handling these calls dependent on whether one or two men on duty. The entry or exit barrier(s) will be lifted to allow unhindered access of the fire engine or other emergency vehicles; traffic flow and access to the rear of the site will be monitored until the vehicles wish to leave the site by the rear exit onto Hardwick Lane. Ring the West Suffolk Hospital Switchboard 01284-713000 to advise of the emergency so that the Site Manager can be put on alert Ring both the Car Parking Office and WSH Switchboard when the emergency has been cleared. (m) Validators The responsibility for validating the chip coins to provide concessionary parking will be delegated to accessible Managers and areas within the Trust. Any deviation from the authority given will need to be obtained from the Estates and Facilities Governance and Administration Manager. In addition to the Car Parking Office validators will be held at: Education Centre Macmillan Unit Eye Treatment Centre (ETC) Day Surgery Unit (DSU) Hospice Busy Bees Nursery Estates Help Desk Facilities Administration Source: Facilities Status: Approved Page 19 of 24
Source: Facilities Status: Approved Page 20 of 24
APPENDIX B WEST SUFFOLK NHS FOUNDATION TRUST PROCEDURE FOR REIMBURSEMENT AND REDUCTION OF CAR PARK FEES 1. INTRODUCTION The West Suffolk NHS Foundation Trust Policy for reimbursement and reduction of car parking fees identifies the groups of people who are eligible for a permit, reduction or refund of fees already paid. This procedure gives details of how this eligibility is to be determined and how refunds will be made. 2. ELIGIBILITY Eligibility for permits, reimbursement of, or assistance with, car park charges can be determined as follows: (1) Members of the public who are in receipt of INCOME SUPPORT or FAMILY CREDIT. Before reimbursement, evidence of their eligibility must be obtained. Members of the public receiving a state pension are NOT exempt from car park charges unless they meet any of the criteria given below. (2) Visitors who are necessarily obliged to make frequent visits to the Hospital within any one day or week in particular, those attending SCBU, F1, CDS or ITU/CCU. (3) Patients who have to attend the hospital for regular continuous treatment during one week or month or even longer e.g. Oncology and Cardiology. (4) Occasions when the car park machines malfunction and members of the public have paid in excess of the required fee. (5) Visitors or patients may need assistance with car parking fees if they have arrived for an emergency and/or do not have any loose change. 3. ISSUE OF PERMITS/REIMBURSEMENT OR REDUCTION OF FEES (1) Reimbursement for people on Income Support, Family Credit or because the machine has malfunctioned will be authorised, on receipt of evidence. The Authorisation for Reimbursement form (attached) will need to be completed. Source: Facilities Status: Approved Page 21 of 24
The reimbursement form should be submitted to the General Office for those on Income Support and Family Credit or where the overpayment has been due to an administrative error e.g. cancelled appointment. Any request for reimbursement due to malfunctioning of machines should be made to the Vinci Park Office. (2) Wards and Departments hold special permit books. These permits should only be issued in special circumstances e.g. clinic over-running; patient delayed in clinic, etc. A permit for one day only may also be provided to visitors to SCBU, F1, CDS, ITU/CCU. This permit must be supported by a P & D ticket for the minimum period each day i.e. 4 hours. (3) Any patient/visitor needing to attend the hospital for longer than one day may wish to purchase a weekly or monthly ticket from the VINCI car park office. (4) Any other requests for free or subsidised parking will be authorised by the Facilities Administration Manager and/or VINCI e.g. patients attending for Royal College Examinations; patients having to visit the hospital for frequent, repeated treatment and length of stay is minimal; External Assessors; ad hoc workshops, etc. (5) A change machine is situated in the main reception of the hospital for patients and visitors who do not have the correct money. DISCRETIONARY ARRANGEMENTS It is recognised that there may be occasions when the above criteria need to be waived. Ad hoc arrangements for the issue of permits/extended use of weekly/monthly tickets can be made subject to the approval of the Facilities Administration Manager and/or Vinci Park. Source: Facilities Status: Approved Page 22 of 24
WEST SUFFOLK NHS FOUNDATION TRUST AUTHORISATION FOR REIMBURSEMENT OF CAR PARK CHARGES Ward/Department. This authorises..... (name of visitor/patient) to claim reimbursement for car park charges because.. (reason)... Amount to be refunded: * Date.. Signed... Name in full. Designation.. car park ticket(s) to be attached Reimbursement for those on Income Support or Family Credit; or where an administrative error (e.g. cancelled appointment) has resulted in overpayment FORM TO BE TAKEN TO CASHIER S OFFICE, front of the hospital/side entrance. Reimbursement when car park machine malfunctions or wrong ticket purchased - FORM TO BE TAKEN TO CAR PARK OFFICE at the front of the site (car park A). Source: Facilities Status: Approved Page 23 of 24
Author(s): Estates and Facilities Governance and Administration Manager Other contributors: Facilities Managers; Executive Director of HR Approvals and endorsements: Travel Plan Steering Group and TEG Consultation: Travel Plan Steering Group and TEG Issue no: 9 File name: Management of barrier controlled site including Access rights, charging and emergency arrangements Supercedes: PP(14)016 as at June 2014 Equality Assessed Yes Implementation Trust-wide circulation; Intranet Monitoring: (give brief details how this will be done) Annual review and individual comments from staff and patients/visitors; complaints, etc. Other relevant policies/documents & references: Contract with Car Parking Company (OCS/Legion) Additional Information: Policy reviewed with OCS/Legion in line with Contractual commitments Source: Facilities Status: Approved Page 24 of 24